Administrative Assistant - Vancouver, Canada - Port of Vancouver

Port of Vancouver

Verified Company

Vancouver, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

BE PART OF THE TEAM THAT BRINGS THE WORLD TOGETHER

Career Opportunity:
Administrative Assistant - Real Estate Division
Join an organization that plays a critical role in Canada's economy.

At the Vancouver Fraser Port Authority, we focus on doing the incredible work it takes to become the world's most sustainable port.

The Vancouver Fraser Port Authority is responsible for the stewardship of the Port of Vancouver, Canada's largest and most diversified port.

Our mandate as a Canada Port Authority, as set out by the Canada Marine Act, is to enable Canada's trade objectives, ensuring goods are moved safely and responsibly through the Port of Vancouver.

That means providing infrastructure and ensuring the safe and efficient movement of marine traffic and cargo within the port.

It also means we carry out reviews of proposed activities and developments on federal port lands and waters to determine whether a project can go ahead without impacts to the environment and community that cannot be mitigated.

We are passionate about the work we do and what it contributes to our local communities, the region and our country.

This is reflected in our values of collaboration, continuous improvement, accountability and customer responsiveness.

Be a part of a team that advances initiatives to promote economic prosperity through trade, a healthy environment and thriving communities for the future generations of Canadians.

It's a workplace where the intrinsic value of your contribution to help foster the continued growth of the Canadian economy becomes a tangible reality.

Bring your unique strengths, perspectives and experiences to the port authority and join us in charting a course toward a sustainable future.

The
Administrative Assistant - Real Estate Division provides administrative support for the Engineering & Maintenance, Planning & Development, Real Estate and Strategic Land Programs departments.

As a member of the administrative support team, works with the department members in support of departmental/organizational objectives. As required, this position performs other related duties.

Administrative Support

Track and enter staff payroll, register employees for conferences/courses, make travel arrangements and prepare expense account claims.
Open mail and action or distribute as required and maintain department filing and tracking systems. Facilitate approvals for a variety of documents to adhere to corporate policies and directives.
Compose, proofread and format correspondence, presentations and spreadsheets. Assemble, prepare, collate and distribute as required.
Facilitate onboarding and offboarding procedures for employees. Provide orientation and training on department and corporate processes.
Provide project administration support and coordinate assigned department and corporate processes. Prepare and provide information and instructions to facilitate user training.
Identify opportunities for continuous improvement and create procedures and templates to assist with processes. Maintain a bring‐forward system and followup on routine responsibilities. Prioritize and multitask assignments to meet deliverables.

Financial

Coordinate purchases using department credit cards and reconcile statement.
Track financial expenditures, code invoices for payment and assist with the preparation of annual and monthly department operating budgets, variance reports and yearend accruals. Followup on routine financial queries.
Provide contract administration support and assist with preparation of purchase orders, contracts and submissions.

**Division Coverage

Coordinate leave, prepare training and reference materials and crosstrain to ensure administrative coverage within division.
Organize, lead and participate in administrative professional and division support teams and committees.
Provide backup coverage for Reception as required.

**Meetings and Events

Organize meetings and events, including booking meeting rooms/venues, arranging catering, purchasing gifts, preparing meeting materials. Prepare and mail invitations and coordinate RSVP's. Communicate details to participants. Take minutes at meetings and distribute on a timely basis.

Must be a customer service oriented individual with good interpersonal and communication skills.

This individual must have an excellent command of the English language with the ability to communicate tactfully and positively with all contacts, both internal and external.

Must be a team player with excellent organizational skills and flexibility to manage multiple tasks and changing priorities. Demonstration of initiative, the ability to work independently and the maintenance of accurate and timely work output are essential.

Normal office conditions with occasional field inspections of VFPA and third party properties.